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Trade Show Request for Proposal (RFP)

Trade Show Request for Proposal (RFP)

This page is dedicated to all companies issuing a trade show or event request for proposal (RFP). Whether you have years of experience issuing trade show RFPs, or are looking for the resources to aid in issuing your first one, we are here to help. If your company is currently in the process of issuing an RFP to prospective exhibit fulfillment houses, please submit the form in the Want to Submit a Request for Proposal section include Metro Exhibits in the bidding process. If you are new to RFPs, take some time to read through our trade show request for proposal documentation below, and feel free to download our complimentary RFP framework provided in the New to Request for Proposals (RFPs) section.

Trade Show Request for Proposal

Want to Submit a Request for Proposal?

If you would like Metro Exhibits to participate in your trade show RFP , the  following information must be provided in the adjacent form:

  • Point of Contact First and Last Name
  • Point of Contact Email Address
  • Point of Contact Phone Number
  • Company Name
  • Request for Proposal (RFP) Scope

 

In addition to these mandatory requirements, ancillary documentation is suggested.  This includes, but is not limited to:

  • Service Requirements
  • Design Requirements
  • Budget
  • Event Name(s), Date(s), and Location(s)
  • An official request for proposal (RFP) document outlining in length the specifications of the job
  • Examples of past exhibiting efforts
  • The design that is being bid on (should it already exist)
  • Any non-disclosure agreement (NDA) documentation

New to Request for Proposals (RFPs)?

We understand that a lot that goes into a trade show request for proposal, and we want to simplify the process as much as possible. In this section we will point out the important components that make up a trade show RFP, and how to go about creating one. There is also a complimentary trade show RFP example available for download at the bottom of the page.

Unfortunately, there is not an industry standard for submitting a request for proposal.  As a first timer, it may be difficult to know exactly what you should include, however, we will go over these requirements.  The primary goal of the trade show RFP is to provide your designer and/or exhibit house with the proper information to develop a booth concept and design that will meet your specific needs.  The goal is to provide all of the necessary information needed for multiple vendors to effectively and efficiently bid on the same project.  Your complete trade show RFP should include information on the following:

Background Information

  • Insight into current marketing/advertising campaigns
  • URL for company website and relevant landing pages
  • Useful company literature
  • Your brand position and competitive advantage, as well as product or service information that would be helpful in understanding the value you bring your clients
  • A list of competitors, their respective market shares and information regarding their past trade show presences where available
  • Non-Disclosure Agreement (NDA) if there will be sensitive proprietary information sharing

Exhibiting History, Goals & Objectives

  • Explain your previous exhibiting efforts.  Share your past performance metrics, designs, and constructive feedback
  • Describe the role that you anticipate trade shows playing in your overall marketing efforts, to set the stage for your exhibiting expectations
  • Clearly establish your exhibiting goals/objectives and their order of importance.  Your goals and overall marketing strategy will play a large role in the design of your booth.

Service Requirements

  • Clearly label which services you expect your exhibit house to provide an make sure they are itemized in a comparable manner by all in the bidding process.  These services typically include but are not limit to:
    • Design
    • Construction
    • Project Management and On-Site Supervision
    • Storage (Purchase Exhibits)
    • Graphic Production
    • A/V

Design Requirements

  • Clearly specify all of the exhibit design requirements.  This is crucial to make sure that all designs provided can be compared relatively easily.
    • Booth Size(s)
    • Booth Type(s)
    • Do they need to be modular and adjusted from show to show
    • Indicate existing properties that you would like included in the design
  • Provide show specific paperwork, requirements and restrictions to expedite the process
  • Provide a detailed description of how you would like booth components, services, etc. itemized in the quote to make the analysis process easier.

Budget & Payments

  • Full disclosure of your budget, or at the least a budget range, should be included in all trade requests for proposal (RFP)
  • Provide information upfront regarding your analysis and final selection process.  Including the primary decision criteria and dates decisions will be made
  • Ask for information regarding payment terms, deposits and costing options based on exhibition types.  If you know you need a rental or purchase exhibit, make that clear in the RFP, but if not ask for break downs for all available options.

Timeline

  • Include a timeline of all important dates including:
    • Proposal deadline
    • Presentation dates
    • Final decision dates
    • Project-progress meeting dates
    • Final walk-through date
    • Estimated ship dates
    • Show setup dates and times

 

RFP Sample Download

Download our Free Trade Show RFP Sample Here